Are your purchase invoices still
processed by hand?
Ynance reads every purchase invoice, standardizes product data, categorizes spend, and checks sales tax. All four steps for 300 invoices—in under a minute.
Reads
every line, every field
Standardizes
product, unit
Categorizes
spend organized around your categories
Sales tax checks
taxes verified by line, totals reconciled
HUDSON VALLEY FOODSERVICE LLC
Invoice INV-26084718 · 08/12/2026 · Ship to: New York, NY
Structured by Ynance
StructuredTOM VINERIP 20LB CS
3 CS × $79.00
$237.00
CA OLIVE RANCH EVOO 1GAL
4 EA × $41.50
$166.00
WATER 16.9OZ 24PK
10 CS × $7.99
$79.90
DISH DET 5GAL PAIL
4 EA × $86.00
$344.00
One invoice, four steps: ten 24-bottle water cases are standardized to 240 bottles, the unit price is calculated at $0.33 per bottle, the spend is assigned to the Beverages category, and the sales tax rate is checked on every line.
Every invoice is read manually, then entered into the system again.
Someone opens the PDF, deciphers the supplier’s shorthand, identifies each product, and enters the quantity, unit price, and sales tax rate. Then repeats the process hundreds of times each month.
Purchases — August
~4 min
Manual processing per invoice
Reading each line and entering product names, quantities, unit prices, and sales tax rates.
~20 hours
Spent on data entry each month
At four minutes per invoice, 300 invoices require about 20 hours—or 2.5 working days—before any analysis begins.
1–10%
Error rate in manually entered fields
A published benchmark range for manual data entry. Actual error rates vary by invoice complexity and process controls.
Up to 360 fields
Potentially entered incorrectly each month
Based on 300 invoices, approximately 12 fields per invoice, and the upper end of the benchmark range.
And after all that data entry, these tasks still remain:
The ranges shown are based on published industry benchmarks for manual invoice processing and data entry. Actual results vary depending on invoice length, line count, supplier complexity, and internal controls.
300 invoices. Under a minute.
Read, standardized, categorized, and sales-tax-checked—with no manual processing.
By hand
300 invoices
≈ 20 hours
Ynance
300 invoices
00:00
↳ The same analysis also flags unit prices above market benchmarks.
Connected invoice sources, no manual uploads.
Connect a supported AP, accounting, or invoice source and new invoices flow into Ynance automatically—ready for review before you open your laptop. Email, PDF, and paper invoices use the methods below.
Connected invoice sources
AutomaticInvoices from connected sources flow into Ynance automatically.
Email & PDF invoices
AutomaticForward invoices to your Ynance inbox.
Paper invoices
Alternative methodTake a photo at receiving.
Ynance
Reads · Standardizes · Categorizes · Checks sales tax
Purchase ledger
Today · Processed automaticallyVine tomatoes — 20 lb case
Vegetables · Exempt
California Olive Ranch EVOO — 1 gal
Oils & fats · Exempt
Bottled water — 16.9 fl oz
Beverages · 8.875%
Dishwasher detergent — 5 gal
Cleaning · 8.875%
Invoice source not listed? Send us the invoice and we’ll handle the rest.
See Ynance work on your own invoices
Send us a handful of last month’s purchase invoices. We’ll return them standardized, categorized, and checked for sales tax accuracy.
No integration is required for the demo.